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Introduction to MS WordThe English Center ($iznet) Intr®ducti®n t® MS W®rl StMelent book The English Center 1 Course Objectives After completing this course, you will be able to: · Create and move through a document. · Save, print and open a document. · Change document display. · Edit a document. · Format text. · Format pages. · Work with tables. 2 The English Center I. Creatinq and Moving through a Document Unit Objectives In this unit, you will learn how to: · Start Microsoft Word. · Create a document. · Insert and type over text. · Select text. · Move through a document. The English Center 3 Lesson: Startinq Microsoft Word 1. Click Start. 2. Click Programs. 3. Click Microsoft Word. The program opens displaying a blank document. The Office Assistant welcome appears the first time you start a program. To start using Word, click the option Start using Microsoft Word. By default, Word displays a menu bar that lets you select commands to perform tasks. Also, it displays the formatting toolbar that lets you quickly select common commands. It shows a ruler, which allows you to change margin and tab setting for your document. And, a status bar, which displays information about the area of the document displayed on your screen and the position of the insertion point. The insertion point is a flashing line on the screen, and it indicates where the text you type will appear. Lesson: Creatinq Word Documents Introduction to Word A word processor allows you to enter information in a document using the keyboard, edit your work on the screen, save the document as a file on a diskette or on your computer's hard drive and then print the document. There are several advantages to using a word processor rather than a typewriter. When you use a word processor, you can: · Compose and edit on the screen. · Combine portions of existing documents to create new documents. · Save documents on disk and use them later. · Print multiple odginals. 4 The English Center The word processing capabilities of Word allow you to produce professional documents quickly and efficiently. You can use Word to create letters, reports, manuals, newsletters and brochures. Word includes the following features: · Complete document editing and formatting functions. · A spell checker, grammar checker and thesaurus. · Drawing capabilities. · Merging and sorting capabilities. · Style sheets for advanced formatting. · Tables of contents, outlines, footnotes, and indexing capabilities. · Multi-column and tabular formatting capabilities. · The ability to transfer information to and from other programs. Lesson: Creatinq a Document When you start Word, a blank document appears. You can type text into this document. Word's automatic features underline misspelled words and complete cedain words for you as you type. Creating Hard Returns By default, Word wraps text to the next line, meaning that it automatically moves a word to the next line when the characters in the word go past the dght margin. You do not need to press the Enter key. Word wrap moves the insertion point to the next line automatically. To forca the line to break before the insertion point reaches the dght margin, you only need to press the Enter key. Pressing the Enter key creates a paragraph break (a hard return) and moves the insertion point to the left margin of the next line. The following is an example of a document that you can type in Word: The English Center 5 Key Points to Remember: · Word automatically wraps text you type onto additional lines. · Pressing the Enter key creates a paragraph break or a hard return. Lesson: Inserting or Typing Over Text When you need to add text to a document you can either insert it into the existing text or type over the existing text. Inserting Text To insert text into a document, use the following steps: 1. Position the insertion point where you want to insert text. 2. Type the text you want to insert. · ~ It may be necessary to add a space before or after the inserted text. Word inserts the new text into the existing text. 6 The English Center Typing Over Text To type over existing text, use the following steps: 1. Position the insertion point at the point where you want to begin typing over text. 2. Double-click on the Overtype Mode (OVR) indicator on the status bar. Word changes to the Overtype mode and displays OVR in the status bar. 3. Type the new text. Word enters the new text over the existing text. ~, To return to the Insert mode, double-click on the overtype Mode (OVR) indicator. Making Simple Editing Changes One of the major advantages of using a word processor is that you can easily change, or edit, your text. You can use various editing functions as you create your document to change the wording or organization. Lesson: Selectinq Text Before you can work with text in your document, you often need to let Word know the text with which you want to work, You do this by selecting the text. When you select text, Word highlights it to show that it is selected. You can then format or edit the selected text. Be aware that selected text, any text you type, will replace it. If you select the entire document of text and press the spacebar, the document text will be deleted and only the single space will remain on the screen. If you should accidentally replace text in this manner, recall that you may use the Undo feature to retrieve the original text. Select Text by Clicking You can select text by clicking with the mouse pointer inside the word or paragraph you want to select, The following table describes the procedures you can use to select text by clicking: The English Center 7 Selection Procedure Word Position the mouse pointer inside the word you want to select and double-click. Sentence Press and hold the Ctrl key, position the mouse pointer inside the sentence you want to select, and click. Paragraph Position the mouse pointer inside the paragraph you want to select and triple-click. All text Press and hold down the Ctrl key and then press A on your keyboard. Then release both keys. Select Text by Dragging You can select text by dragging, which is the procedure of clicking and holding down the left mouse button, moving the mouse over what you want to select, and releasing the left mouse button. More Ways to Select Text In addition to selecting text in the ways already described, you can also select text by: · Moving the insertion point to the beginning of the text you want to select, pressing and hold the Shift key, and then pressing any of the arrow keys to select the text between the insertion point and the navigation key destination. For example, if the insertion point rests in the middle of a sentence and you hold down the Shift key and press the End key, all the text between the insertion point and the end of the line will be selected. Lesson: Movinq around in a Document Before you can make editing changes to your document, you need to be able to move to the location where you want to make the change. You can move around in a document using: · The mouse. · The keyboard. 8 The English Center Using the Mouse to Move Through Your Document In addition to scrolling through your document, you can click on the Previous Page or Next Page button on the vertical scroll bar: Using the Keyboard to Move Through Your Document Word allows you to move through your document with the keyboard. The keyboard, unlike the scroll bars, not only allows you to move through a document, but also to reposition the insertion point at the new location. You can press the t,4,, .-, or --. on your keyboard to move the insertion point one line or character in any direction. The following table lists the keys and key combination for moving through your document: Key(s) Movement Ctd/left arrow Moves the insertion point one word to the left. Ctrl/right arrow Moves the insertion point one word to the right. Home Moves the insertion point to the beginning of the line. End Moves the insertion point to the end of the line, The English Center 9 Ctrl/up arrow Moves the insertion point up one paragraph. Ctrl/down arrow Moves the insertion point down one paragraph. Page Up Moves the insertion point up one page. Page Down Moves the insertion point down one page. Ctrl/Page Up Moves the insertion point to the top of the previous page. Ctrl/Page Down Moves the insertion point to the top of the next page. Ctrl/Home Moves the insertion point to the beginning of the document. Ctrl/End Moves the insertion point to the end of the document. 10 The English Center Unit Performance Lab Introduction: In this pad of the lab, you will make changes to a document you are preparing to send to a guest. Open the practice file Mrs. Ariains and complete the following exercises. Close and save the document when you are finished. 1. Add the following sentence at the end of the second paragraph: Please R.S.V.P. 2. The reservation is actually to be made at: 1 800 1234, so change the sentence to Please reserve at 1 800 1234. 3. Make the new sentence you added a separate paragraph. Leave a blank line between paragraphs. 4. Select all the text and save it. The English Center 11 Performance Lab Answers 1. Make sure the insertion point is positioned at the end of the second paragraph. Type a space and type the following sentence. Please R.S.V.P. 2. Press and hold down Ctrl on your keyboard. Still holding down Ctrl, click anywhere over Please R.S.V.P. Then release Ctrl. Press Delete and then type Please reserve at 1800 1234, Or, position the insertion point at Please R.S.V.P. Double-click on the Overtype Mode (OVR) indicator on the status bar. Type the new text: Please reserve at 1800 1234. 3. Position the insertion point right before the sentence you added. Press the Enter key twice. 4. Press and hold down Ctrl and then press A on your keyboard. 12 The English Center I1: Save, Print and Open a Document Unit Objectives In this unit, you will learn how to: · Save a document. · Preview your document. · Print your document with options. · Create a new document. · Switch between documents. · Close a document. · Exit Word. · Open a document. The English Center 13 Lesson: Savinq a Document To save a document, just follow these simple steps: 1. Click the Save icon (diskette icon). The Save As dialog box appears. If you previously saved the document, the Save As dialog box will not appear since you have already named the document. 2. Type a name for the document. 3. Click Save. Word saves the document and displays the name at the top of the screen. Key Point to Remember: To avoid losing your work, you should regularly save any changes you make to a document. Lesson: Previewinp a Document It is a good idea to check your document to get an overview before actually printing it. Word allows you to preview one or more pages of a document at a time. You can also edit your document while you are previewing it. To preview your document, use the following steps: 1. Position the insertion point at the beginning of the document if you want to view the document from the beginning. 2. Click on the Print Preview button (magnifying glass icon) on the Standard toolbar. Word displays your document in the Preview window. 3, Select the options you want from the Preview toolbar: Option Description Print Sends the document to the pdnter. Magnifier Word displays the mouse pointer as a magnifying glass. Click on the area of the document for which you want to increase the view. Click again on the document to decrease the view. You can click on the Magnifier button to switch between viewing mode and editing mode. One page Displays one page in the Preview window at a time. 14 The English Center Multiple pages When you click on the Multiple Pages button, Word displays a drop-down group box that contains page icons. Click and drag the mouse pointer over the number of pages you want Word to display and release the mouse button. Zoom Control Allow you to increase or decrease the view of thE" document. View Ruler You can change the margins on the ruler while working in the Preview window. Shrink to fit Shrinks a document to move a small portion of text that appears on the last page of the document to the previous page. Full Screen Displays the Preview window in Full Screen view. This view allows you to view the document without the screen elements. Close Preview Closes the Preview window. Context Sensitive Help Provides you with style and formatting details on your document. 4. To page through the document, click on the Next Page or Previous Page button. 5. Do one of the following: · Click on Close to return to the document window. · Click on the Print button to pdnt the document. Key Points to Remember · To preview your document, click on the Print Preview button. · The Preview toolbar provides a number of viewing options. Lesson: Printinq a Document with ODtiOnS You can print the entire document, the current page, or a range of pages. Word also allows you to print as many copies as you want. 4. It is a good idea to save your document before you print. The English Center 15 To print your document, use the following steps: 1. With the document in the active window, click on the File menu. 2. Click on Print. Word displays the Print dialog box. The following table describes the options available in the Print dialog box: Option Description Name Lists the default Windows printer. If you have other printers installed, you can select another printer from the drop-down list box. Properties Displays a dialog box in which you can specify the paper size, orientation and paper source. Print to file Allow you to print the document to a file on disk. Page Range Allow you to print an entire document, the current page, or a range of pages. To print a range of pages, enter the page range in the Pages text box. Separate individual page number by commas and ranges by a hyphen (-) in the following format: 1- 4,8,10. If you have selected text to print, Word displays the Selection option. Copies Allow you to set the number of copies you want to print. Collate Allow you to print a complete range of pages before printing the next copy. Print what Allow you to indicate what you want to pdnt: Document, Document properties, Comments, Styles, AutoText entries, or Key assignments. Print Allow you to choose to print All pages in range, Odd pages or Even pages. Options Allows you to access the Print dialog box tab so you can select various printing options, such as: Draft output, Update fields, Update links, Allow A/4 Letter paper resizing, Print PostScript over text, Background printing, Reverse print order, Document properties, Field codes, Comments, Hidden text, Drawing objects, and Print data only for forms. 16 The English Center 3, Select the options you want. 4. Click on OK. Word sends your document to the printer. To cancel printing, press the Esc key. You can print a document without even opening it, Click on the Open button the Standard toolbar, select the drive and/or folder you want, right-click on the name of the document you want to print, and click on Print. If you want to print the entire document, you can click on the Print button on the Standard toolbar. Key points to remember: · To specify options such as multiple copies or a print range when you print, select Print from the File menu. · To quickly print a single copy of your document on the default pdnter, click on the Print button. Lesson: Create a New Document To create a new document, simply dick on the New Blank Document (the blank page icon). A new document appears. The previous document is now hidden behind the new document. Lesson: Switch between Documents Word lets you have many documents open at once. You can easily switch from one open document to another. 1. To display a list of all open documents, click Window, 2. Click the name of the document you want to display. The document appears. Word displays the name of the document at the top of the screen. Lesson: Close a Document When you finish working with a document, you can close the document to remove it from your screen. The English Center 17 When you dose a document, you do not exit the Word program. You can continue to work on other Word documents. 1. To close the document, dick File. 2. Click Close. If you had more than one document open, the second last document you worked on appears on the screen. 3. Remember to save all open documents before exiting Word. Click File, click Exit. When you finish using Word, you can exit the program. You should always exit all programs before turning off your computer. Lesson: Open a Document You can open a saved document and display it on the screen. This allows you to review and make changes to your document. 1. Click the Open (icon). The Open dialog box appears. 2. Click the name of the document you want to open. 3. To open the document, click Open. The English Center Unit Performance Lab Save, Print and Open a Document You are in the final stages of your work with a letter that will go out to the guests of the Community Spirit Awards. In this part of the lab, you will preview and pdnt the document. Use the practice document Mrs. Ariains to complete the following exercises. Close the document when you are finished. 1. Starting at the beginning of the document, preview it, before pdnting it. Return to the document. 2. Print the document. The English Center 19 Performance Lab Answers Save, Print and Open a Document 1. Press the CtrllHome keys if you are not at the top of Mrs. Adams document. Click on the Print Preview button on the Standard toolbar. Click on the Close button on the Preview toolbar. 2. Click on the File menu. Click on Print. Click on Current page in the Page range group box. Click on OK. 20 The English Center III. Chanqe Document Display Unit Objectives In this unit, you will learn how to: · Change the view · Zoom in or out · Display or hide the ruler · Display or hide toolbars The English Center 21 Lesson: Chanqe the View While you are using Word, you may find it helpful to work in different views depending on what kind of work you are doing. For example, if you want to take a last minute look at your document before you print a final copy, and you want to be able to make editing change, you might choose to work in Page Layout view since it displays the document just as it will print. In word, you can work in the following views: · Normal view · Online Layout view · Page Layout view · Outline view Using Normal View In Normal view, you can see text formatting, and a ruler at the top of the document displays the right and left margins. Page numbers, headers and footers, however do not display. When you are focusing on text in your document, Normal view is the most efficient view. To switch to Normal view, click on the Normal view button, the first button from the left on the left on of the horizontal scroll bar at the bottom of the screen. You can also select views from the View menu. Using Online Layout View Online Layout view displays a vertical list of your document headings on the left side of the screen. You can move to any part of your document by clicking on one of these headings. The Online Layout view displays a document map, which lets you move quickly to specific locations in your document. To switch to Online Layout View, click on the Online Layout View button, the second button from the left on the left end of the horizontal scroll bar at the bottom of the screen. Using Page Layout View This view displays the document, as it will appear on a printed page. The Page Layout view displays top and bottom margins, headers, footers and page numbers. 22 The English Center To switch to Page Layout view, click on the Page Layout view button, the third button from the left end of the horizontal scroll bar at the bottom of the screen. Using Outline View The Outline View helps you review and work with the structure of a document. You can focus on the main headings by hiding the remaining text. The fourth button from the left on the left end of the horizontal scroll bar at the bottom of your screen allows you to view your document in Outline view. Zooming the View You can increase or decrease the view size of your document using the Zoom feature. You can magnify a document up to 500% of its actual size or you can reduce it to 10% of its odginal size. The Zoom feature is especially helpful when you are working with a smaller font that may be hard to read in the default view size. To zoom a document, use the following steps: 1. Click on the arrow for the Zoom Control drop-down list box on the Standard toolbar. Word displays a list of percentages and options by which you can increase or decrease the view. If you are viewing your document in Page Layout view, the Zoom Control drop- down list box also contains options allowing you to see one or two whole pages, 2. Click on the zoom percentage that you want to use to view your document. Word zooms your document, Key Points to Remember · You can switch view using the View buttons to the left of the horizontal scroll bar. · Online Layout view lets you easily navigate through online documents by clicking on headings on the left side of the screen. · Page Layout view displays your document, as it will appear when it is printed. · You can use the Zoom Control drop-down list box to change the magnification of your document on screen. The English Center 23 Lesson: Disola¥ or Hide the Ruler You con use the ruler to position text on a page. Hiding the ruler provides a larger and less cluttered working area. 1. To display or hide the ruler, click View. 2. Click Ruler. A check mark beside Ruler tells you the ruler is currently displayed. Lesson: Display or Hide Toolbars Word offers several toolbars that you con hide or display at any time. Each toolbar contains buttons that help you quickly perform common tasks. 1. To display or hide a toolbar, click View. 2. Click Toolbars. A list of toolbars appears. A check mark beside a toolbar name tells you the toolbar are currently displayed. 3. Click the name of the toolbar you want to display or hide. 24 The English Center IV. Edit a Document Unit Performance Objectives In this unit, you will learn how to: · Insert Text · Delete Text · Undo Last Change. · Move Text. · Copy Text. · Find Text. · Replace Text. · Check Spelling and Grammar. · Use the Thesaurus. The English Center 25 Lesson: Insert Text You can easily add new text to your document. The existing text will move to make room for the text you add. To Insert Characters: 1. Click where you want to insert the next text. 2. Type the text you want to insert. To insert a blank space, press the Spacebar. To Insert a Blank Line: 1. Click where you want to insert a blank line. 2. Press Enter on your keyboard to insert the blank line. Split a Paragraph: 1. Click where you want to split a paragraph in two. 2. Press Enter on your keyboard twice. Insert Symbols into a Document: Word will automatically replace specific characters you type with symbols. The following are common symbols: ©, ®, Lesson: Delet__e Text You can easily remove text you no longer need. The remaining text moves to fill empty spaces. Delete Characters: 1. Click to the Right of the first character you want to delete. 2. Press Backspace on your keyboard once for each character or space you want to delete. 26 The English Center 3. You can also use Delete. Click to the Left of the first character you want to remove. Press Delete once for each character or spaca you want to remove. Delete a Blank Line: 1. Click at the beginning of the blank line you want to delete. 2. Press Backspace on your keyboard to remove the blank line. The text following the blank line moves up one line. Join Two Paragraphs: 1. Click to the Left of the first character in the second paragraph. 2. Press Backspace on your keyboard until the paragraphs are joined. Delete Selected Text: 1. Select the text you want to delete. 2. Press Delete on your keyboard to remove the text. Lesson: Undo Last Chanae Word remembers the last changes you made to your document. If you regret these changes, you can cancel them by using the Undo feature. 1. To undo your last change, click the (arrow back icon). Word cancels the last change you made to the document. You can rapeat this step to cancel previous changes you made. · ,,. To reverse the results of using the Undo feature, click the Redo icon. Lesson: Movina Text Word allows you to move text by taking it from its odginal location and placing it in anew location. The text no longer appears in its odginal position. When you move text, you are actually placing it on the Windows Clipboard, a Windows storage area where it is The English Center 27 stored until you move another block of text. You can move text to a new location in the same document or in another document. To move text, use the following steps: 1. Select the text you want to move. 2. Right-click on the selected text. Word displays the shodcut menu. 3. Click on Cut, 4. Place the insedion point in the location where you want to place the text. 5. Right click. Word displays the shodcut menu. 6. Click on Paste. Word pastes the text in the new location. 4~ You can continue to move to new locations and select Paste from the shodcut menu to paste the text in other pads of your document. ~, You can also move text by selecting Cut and Paste from the Edit menu or by clicking on the Cut and Paste buttons on the Standard toolbar. Lesson: COpyina Text If you want the same text to appear in different pads of your document, you do not have to retype the text. Word allows you to copy text and insert it where you need it, leaving the original intact. Copying is different from moving in that when you copy text, the odginal text remains in its original position. When you copy text, you are actually placing it on the Clipboard where it is stored until you copy another block of text. While the text is in the Clipboard, you can paste it in other locations. You can copy text to a new location in the same document or in another document. To copy text, use the following steps: 1. Select the text you want to copy. 2. Position the insertion point anywhere over the selected text. 3. Press and hold down Ctrl on your keyboard. 4. Still holding down Ctrl, drag the mouse to where you want to place the copy. Then release Ctrl. The English Center To copy text using the toolbar: 1. Select the text you want to copy. 2. Click the Copy icon. The text you selected remains on the screen. 3. Click where you want to place the copy. 4. Click the Paste icon. A copy of the text appears in the new location. Key Points to Remember: · You can copy text by selecting it and selecting Copy from the shodcut or Edit menu or by clicking on the Copy button, · You can cut text by selecting it and selecting Cut from the shodcut or Edit menu or by clicking on the Cut button. · You can paste text by selecting Paste from the shortcut or Edit menu or by clicking on the Paste button. · You can drag and drop to copy and move text. Hold down the Ctrl key while dragging to copy the text. Lesson: Findinq and Replacinq Text Finding Text Word allows you to search your documents, using the Find features for a specific occurrence of a word, a phrase, or even a series of sentences. You can either search our complete document to find text, or you can specify the part of the document you want to search. To search for text, use the following steps: 1. Click on the Edit menu. 2. Click on Find. Word displays the Find and Replace dialog box with the find tab open. 3. Type the word you are searching for in the Fin what text box. 4. Select any options you want. 5. Click on Find next. The English Center 29 6. To go to the next occurrence of the text for which you are searching, click on : Find Next. When Word finishes the search, it displays a dialog box telling you the search is complete. 7. To close the dialog box, click Ok. 8. To close the Find and Replace dialog box, click Cancel. When you search for text in your document, Word fill finds the text even if it is part of a larger word. For example, if you search for place, Word will also find places, placement, and commonplace. Replacing Text Finding the text you want is convenient, but an even more helpful feature is Word's Replace feature. If you have consistently misspelled a word or if you want to change an often-used term, you will find this feature beneficial. You can find particular text and replace it with new text. The procedures and available options for replacing text are similar to those for finding text. To replace text, use the following steps: 1. Click on the Edit menu. 2. Click on Replace. 3. Type the word you are searching for in the Fin what text box. 4. Type the replacement text in the Replace with text box. 5. Do one of the following: · Click on Find next to stop at every occurrence of the Find what text so you can then decide whether to replace it, and click on Replace when appropriate. · Click on Replace All to automatically replace all occurrences of the Find what text. Word replaces the indicated text with the replacement text. When Word finishes the search, it displays the dialog box telling you it has finished searching the document. 6. Click on OK to return to the Find and Replace dialog box. 7. Click on Close or Cancel. Word returns to the document window, 30 The English Center Lesson: Replace Feature The Replace feature is useful if you have to type a long word or phrase many times in a document. You can type a shod form of the word or phrase throughout your document and then have Word replace the shod form with the full word or phrase. Key Points to Remember: · Select Find from the Edit menu to search for text and Replace to search for text and replace it with new text. · You can search for forms of words, similar words, and types of formatting. Lesson: Checkinq Spellinq and Grammar By default, Word automatically checks your document for misspelled words, any words it does not recognize, and stylistic and grammatical errors. When Word locates a word it cannot identify, it displays a red wavy line under the word. When Word finds a stylistic or grammatical error, it displays a green wavy line under the error. Word also displays a Spelling and Grammar Status button on the status bar. If the button displays an X, your document contains words that Word cannot identify or stylistic and grammatical errors. If the button displays a checkmark, your document does not contain any such errors. Correcting Spelling Errors: By default, Word identifies words that are misspelled or not referenced in Word's dictionary by underscoring them with a rod wavy line. Use the following steps, to correct spelling errors caught by the automatic spell checker: 1. Right-click on a word underscored with a wavy line. 2. Do one of the following: · Click on Ignore All to ignore the same spelling error throughout the entire document. · Click on the correct spelling of the word to replace the misspelled word with the correctly spelled word. The English Center 31 Correcting Grammar in a Document Word underscores grammatical errors with a green wavy line. You can easily correct them. You can make corrections using of the following methods: · You can right-click on text underscored with a green wavy line to see Word's list of suggestions, if any, for replacement and then click on the replacement you want. · If you have made the same mistake many times in a document, you can automatically change all occurmncos using the Spelling and Grammar dialog box. · To correct the grammar in a document using the Spelling and Grammar dialog box, use the following steps: 1. Do one of the following: · Right-click on a word underscored with a wavy line and click on Grammar. · Click on the Spelling and Grammar button on the Standard toolbar. 2. Select from the following options: Option Description Error box Allows you to make changes directly in the text. If none of the words in the Suggestions text box are correct, click in this box, edit the text as if you were editing within the document, and click on Change. If Word finds a grammatical error, the name of that error is displayed at the top of this text box instead of the words Not in Dictionary, the name of this box when a spelling error is found. Ignore Allows you to skip this occurrence of the error. Ignore all Allows you to skip all occurrences of this error in your document. Next sentence Allows you to edit the text within the document itself, and then click on this button to resume the grammar check. Change Allows you to change the text to the correction Word displays in the Suggestions text box. 32 The English Center Option Description Suggestions Displays Word's suggestions for replacement. Double-click on the correct suggestion to replace the error with the correct term. Check grammar When selected, performs a grammar check as you check spelling. To check spelling only, deselect this option. Options You can click on Options to see the Spelling & Grammar page of the Options dialog box. The Spelling & Grammar dialog box allows you to spedfy the rules that Word uses to check the spelling and grammar in your document. Undo This option is available after you have made a correction. You can click on this option immediately after you have made a replacement to undo the correction. Cancel or dose Allows you to exit the Spelling and Grammar dialog box. 3. Continue to skip or replace text that Word locates. 4. Click on OK. Word returns you to your document. 4. To turn off automatic spelling or grammar checking, click on the Tools menu, click on Options, click on the Spelling & Grammar tab, deselect Check spelling as you type or Check grammar as you type, and click on OK. Key Points to Remember: · Word underscores suspected spelling error with red wavy lines and grammar errors with green wavy lines. · Right-click on a suspected error to display Word's suggestions for correction. · To check all suspected errors in your document, you can click on the Spelling and Grammar button or double-click on the Spelling and Grammar Status button in the status bar to move to the next error. The English Center 33 Lesson: Using the Thesaurus The thesaurus in Word allows you to quickly find words similar in meaning to a word you have typed. To use the thesaurus, use the following steps: 1. Position the insertion point on the word for which you want to find synonyms. 2~ Click on the Tools menu. 3. Point to Language. 4. Click on Thesaurus. Word displays the Thesaurus dialog box. 5. Do one of the following: · To replace the word in your document with one of the suggested words, click on the desired word in the Replace with Synonym list box. · If one of the suggested words is close to your intended meaning, but not quite the word you want, click on it, and then click on the Look Up button. Word displays synonyms for that word in the Replace with Synonym list box. Click on the desired word. · Click on your intended meaning in the Meanings list box and click on the desired word in the Replace with Synonym list box. 6. Click on Replace. Word replaces the original word with the synonym and returns you to your document. Key Points to Remember · To access the Thesaurus, click on the Tools menu, point to Language, and click on Thesaurus. · You can look up words in the Thesaurus dialog box by selecting the word and clicking on Look Up. 34 The English Center Unit Performance La.b Edit a Document You are in the final stages of your work with a letter that will go out to the guests of the Community Spirit Awards. In this pad of the lab, you will edit and revise the document. Use the practice document Mrs. Adams to complete the following exercises, Close the document when you are finished. 1. Move: Linda Jones, Chairperson Community Spirit Awards Committee using the drag-and-drop method, just below: Mrs. Adams:. Deselect the text when you are finished. 2. Replace all occurrences of the word Spirit with the word Charity in your document. 3. Correct the spelling and grammatical error in the document. 4. Use the thesaurus to replace the word reception with the word party. The English Center 35 Performance Lab Answers Edit a Document 1. In the Mrs. Ariains document, click and drag the mouse to select the text: Linda Jones, Chairperson Community Spirit Awards Committee Click and hold on the selected text, drag the mouse to position the insertion point below Mrs. Ariains:, and release the mouse button. Click anywhere outside of the selected text to deselect it. 2. Click on the Edit menu. Click on Replace. Type Spirit in the Find what text box. Type Charity in the Replace with text box. Click on Replace All. Click on OK. Click on Close. 3. Click on the Spelling and Grammar button. When delited appears in the Not in dictionary text box, select delighted in the Suggestions box, and then click on Change to accept the suggested spelling of delighted. When Breston appears in the Not in dictionary text box, click on Ignore. Click on OK. 4. Click on the word reception. Click on the Tools menu. Point to Language. Click on Thesaurus. In the Meanings list box, click on party (noun). In the Replace with Synonym text box, click on party. Click on Replace. 36 The English Center V. Format Text unit Performance Objectives In this unit, you will learn how to: · Use the Bold, Italic and Underline features · Change Alignment of Text · Change Font of Text · Change Size of Text · Change Appearance of Text · Change Text Color · Highlight Text · Copy Formatting · Add a Border · Insert a Symbol · Add Bullets or Numbers · Change Line Spacing · Indent Paragraphs · Change Tab Settings The English Center 37 Lesson: Bold, Italic and Underline You can use the Bold, Italic and Underline features to emphasize information ~n your document. 1. Select the text you want to change. 1. Change one of the following options: B (Bold), I (Italic), U (Underline). Lesson: Chanae Aliclnment of Text You can enhance the appearance of your document by aligning text in different ways. 1. Select the text you want to align differently. 2. Click one of the following options: Align Left, Center, Align Right, Justify. Lesson: Chanqe Font. Size and Appearance of Text To use the Font dialog box to format text, use the following steps: 1. Do one of the following: · Select the text you want to format and then point to it. · Position the insertion point where you will type the new text. 2. Right-click. Word displays the shodcut menu. 3. Click on Font. Word displays the Font dialog box. 4. If the dialog box displays character spacing or text effects instead of font options, click on the Font tab at the top of the dialog box. The I=ont dialog box displays the font settings for the selected text. 5. In the Font list box, click on the desired font. 6. In the Font style list box, click on the desired style. 7. In the Size list box, click on the desired point size for the text. As you make each change, the Preview box displays how your text will appear. 8. Click on OK. Word formats the text and returns you to your document. 38 The English Center Lesson: Change Text Color To emphasize text sent electronically or create documents that will be printed on a color printer, you may want to change the font color of some text. To change the font color, use the following steps: 1. Select the text. 2. Click on the Font Color arrow on the Formatting toolbar: Word displays a palette of colors. 1. Click in the palette to choose the color you want. Word changes the text to the desired color. · ~ Once the letter A on the Font Color button is underscored with the selected color, you may select any text and click on the Font Color button to make the text change to the color of the underscore, Lesson: Highlight Text You can highlight important text in your document, you might want to verify later, 1. Select the text you want to highlight. 2~ To select a color, click on the drop-down list. 3, Click the color you want to use. To remove a highlight repeat steps 1 to 3, selecting None in step 3. Lesson: CODV Formattin There is a good change that you will want to use many of the same set of formatting options over and over. For instance, you may want to enlarge, bold, and italicize all headings in a document or even in several documents. Once you format a text selection the way you want it, you can copy that text formatting to another part of the same document or to a different document. This procedure saves time and helps ensure formatting consistency. To copy text formatting, use the following steps: 1. Place the insertion point in the text whose formatting you want to copy. 2. Do one of the following: The English Center 39 1. If you want to copy the formatting to a single area in your document, click on the Format Painter button on the Standard toolbar. 2. If you want to copy the formatting to several areas in your document, double-click on the Format Painter button on the Standard toolbar. Word displays a paintbrush icon beside the mouse pointer. 3. Select the text to which you want to copy the formatting. 4. If you are formatting several areas, continue to select the areas you want to format. 5. When you are finished, click on the Format Painter button on the Standard toolbar or press the Esc key. Lesson: Add a Border You can add a border to emphasize an area of text in your document. 1. Select the paragraph(s) you want to display a border. 2. Click the (drop-down list) arrow. 3. Click the type of border you want to add. The border you selected appears. 4. To remove a border: select the paragraph(s) you no longer want to display a border. Then perform steps 2 and 3 selecting the no border in step 3. Lesson: Insert a Symbol You can insert symbols that do not appear on your keyboard into your document. 1. Click where you want a symbol to appear in the document. 2. Click Insert. 3. Click Symbol. The Symbol dialog box appear, displaying the current set of symbols. 4. To display another set of symbols, click the (drop-down) arrow. 5. Click the set of symbols you want to view. 6. Click the symbol you want to place in the document. An enlarged version of the symbol appears. 40 The English Center 7. To insert the symbol into the document, click Insert. The symbol appears in the document. 8. To close the Symbol dialog box, click Close. Lesson: Add Bullets or Numbers to Text Another way to enhance both the appearance and organization of your document is by adding numbers and bullets to paragraphs. Bullets are useful for items in no particular order, such as a shopping list. Numbers are useful for items in a specific order, such as a recipe. To add numbers or bullets to text, use the following steps: 1. Do one of the following: · Select the text to which you want to add numbers or bullets. · Position the insertion point where you will type the new text. 2. Click on the Numbering or Bullets button on the Formatting toolbar: Word places numbers or bullets in front of the selected paragraph(s) or in front of the text you are going to type. & You can also add bullets or numbers by right-clicking on the selected text and then clicking on Bullets and Numbering, or by selecting Bullets and Numbering from the Format menu and then selecting the Bulleted, Numbered, or Outline Numbered tab to display the options you want. In this dialog box, you can click on Customize to format or change the bullet, as well as specify the bullet and text position. The type of numbers or bullets Word adds depends on the currently selected number or bullet style in the Bullets and Numbering dialog box. ~. To remove bullets or numbers, select the formatted paragraphs and dick on the Bullets or Numbering button, depending on the type of formatting you are removing. ,~ Word can number or bullet automatically as long as you type the first bulleted or numbered item in a format that AutoFormat As You Type can interpret. 1. Make sure the Automatic bulleted lists and Automatic numbered lists options are selected on the AutoFormat As You Type tab of the AutoCorrect dialog box. 2. Do one of the following: The English Center 41 · To create the first numbered item, type the first number or letter (you must type 1, I, a, or A), followed by a period, hyphen, or closing parenthesis, then type a space followed by the first item you want to number, and press the Enter key. · To create the first bulleted item, type an asterisk, hyphen, or dash (depending on the type of bullet you want), followed by a space and the text you want, and press the Enter key. Word tabs the item and displays numbers or bullets. 3. Continue to type items. 4. Do one of the following: · After you have entered the last item, press the Backspace key to remove the extra bullet or number and de-activate the numbering or bulleting. · If you are creating bulleted items, click on the Bullets button on the Formatting toolbar. · If you are creating numbered items, click on the Numbering button on the Formatting toolbar. Word ends the bulleted or numbered list. Lesson: Change Line Spacing You can change the amount of space between the lines of text in your document to make it easier to review and edit. Word automatically increases the spacing of lines that contain large characters. 1. Select the paragraph(s) you want to change to a new line spacing. 2. Click Format. The Paragraph dialog box appears. 3. Click the Indents and Spacing tab. This area displays the line spacing for the paragraph(s) you selected. 4. To display a list of available line spacing options, click the Line Spacing tab. 5. Click the line spacing you want to use. 6. Click OK. 42 The English Center Lesson: Indent Paraqraphs You can use the Indent feature to set off paragraphs in your document. These symbols let you indent the left edge of a paragraph: The (arrow down) is the Indent first line. The (arrow up) is the Indent all but first line. The (square) is the Indent all lines. The (arrow up) at the dght lets you indent the right edge of all lines in a paragraph. Indent Paragraphs 1. Select the paragraph(s) you want to indent. 2. Drag the indent symbol to a new position, A line shows the new indent position. Word indents the paragraph(s) you selected. To quickly indent all lines in a paragraph: 1, Select the paragraph you want to indent. 2. Click one of the following options: move paragraph to the left or move paragraph to the right. A hanging indent moves all but the first line of a paragraph to the right. Hanging indents are useful when you are creating a resume, glossary or bibiliography. Lesson: Change Tab Settinqs You can use tabs to line up columns of information in your document. Word offers four types of tabs: left tab, right tab, center tab, decimal tab. 1. To add a tab, select the text you want to contain the new tab. To add a tab to text you are about to type, click where you want to type the text. 2. Click the area until the type of tab you want to add appears. 3. Click the bottom half of the ruler where you want to add the tab. The new tab appears on the ruler. The English Center 43 I. Jsjl~g 'l'sbs; 1. To use a tab, click at the beginning of the line you want to move across. 2. Press Tab on your keyboard and the insertion point moves to the first tab. You can easily move a tab to a different position on the ruler. 1. Select the text containing the text you want to move. 2. Drag the tab along the ruler to a new position. A line indicates the new tab position. The text containing the tab moves to the new position. Remove a Tab: 1. select the text containing the tab you want to remove. 2. Drag the tab downward off the ruler. The tab disappears from the ruler. To move text back to the left margin, click to the left of the first character in the paragraph. Then press Backspace on your keyboard. 44 The English Center Unit Performanc e Lab Format Text You are in the final stages of your work with a letter that will go out to the guests of the Community Spirit Awards. In this part of the lab, you will format text in the document. Use the practice document Mrs. Ariains to complete the following exercises. Close the document when you are finished. 1. Use the Font dialog box to change: Mrs. Ariains: so that it uses the Century Gothic font, size t8, Italic style. Create a single line underline. 2. Use the Font dialog box to display: Linda Jones, Chairperson Community Spirit Awards Committee in Diploma font, size 14. 3. Copy the formatting you just applied to every Community Spidt Awards you find in the document. 4. Bullet the second paragraph using the Bullets button on the Formatting toolbar, The English Center 45 Performance Lab Answers Format Text 1. Select Mrs. Adams: Right dick. Click on Font. If necessary, click on the Font tab. Click on Century Gothic in the Font list box. Click on Italic in the Font style box. Click on 18 in the Size list box. Click on Single in the Underline drop-down list box. Click on OK. 2. Select: Linda Jones, Chairperson Community Spirit Awards Committee Right-click. Click on Font. Click on Diploma in the Font list box. Click on 14 in the Size list box. Click on OK. 3. Select: Community Spirit Awards Committee you just formatted. Click on the Format Painter button on the Standard toolbar. Select the same words on the rest of the document and click on the Format Painter button on the Standard toolbar. 4. Select the second paragraph. Click on the Bullets button on the Formatting toolbar. 46 The English Center Unit Performance Objectives In this unit, you will learn how to: · Add Page Numbers · Add Footnotes · Add a Header and Footer · Insert a Page Break · Insert a Section Break · Center Text on a Page · Change Margins · Create Newspaper Columns The English Center 47 Lesson: Add Paqe Numbers You can have Word number the pages in your document. If you add, remove or rearrange text in your document, Word will automatically adjust the page numbers for you. 1. Display the document in the Print Layout view. 2. Click Insert. 3. Click Page Numbers. The Page Numbers dialog box appears. 4. To hide the page number on the first page of the document, click this option. 5. To select an alignment for the page numbers, click this area. 6. Click the alignment you want to use. 7. To select a position for the page numbers, click this area. 8. Click the position where you want the page numbers to appear. This area displays a sample of the page numbering. 9. Click OK. Lesson: Add Footnotes A footnote appears at the bottom of the page to provide additional information about text in your document. 1. Display the document in the Normal view. 2. Click where you want the number of the footnote to appear. 3. Click Insert. 4. Click Footnote. The Footnote and Endnote dialog box appears. 5. Click OK. The number of the footnote appears in the document. 6. Type the text for the footnote. 7. When you finish typing the text, click Close. The footnote text disappears from the screen. · To redisplay the footnote text so you can edit the footnote, double-click the number of the footnote. 48 The English Center Delete a Footnote: 1. Select the number of the footnote in the document. 2. Press Delete on your keyboard. If you add or remove footnotes in your document, Word will automatically renumber the footnotes for you. Lesson: Add a Header and Footer If you have specific information, such as a company name or a document title, that you want to appear at the top and/or bottom of each page, Word allows you to add the text as a header or a looter. When you create a header or a looter, Word displays a header or footer pane where the header or footer appears on the page. The pane is a workspace, like the document window, in which you can type and format text. Word displays headers and looters only in Page Layout view. To create a header and/or a looter, use the following steps: 1. Click on the View menu. 2. Click on Header and Footer. Word displays the Header and Footer toolbar and dims the text in the document. 3. Enter the text for the header. 4. Click on the Switch Between Header and Footer button on the Header and Footer toolbar. 5. Enter the text for the footer. 6. Click on the Close button on the Header and Footer toolbar. Word returns you to your document. Lesson: Insert a Page Break A page break shows where one page ends and another begins. When you fill a page with text, Word automatically starts a new page by inserting a page break for you. 1. Click where you want to start a new page. 2. Click Insert, 3. Click Break, The Break dialog box appears. The English Center 49 4. Click OK. If the document is displayed in the Normal View, a line with the words Page Break appears across the screen. Remove a Page Break: 1. Display the document in the Normal View. 2. Click the Page Break line. 3. Press Delete on your keyboard. Lesson: Insert a Section Break You can divide your document into sections so you can format each section separately (for example, change margins, create columns or vertically center text for only part of your document). 1. Click where you want to start a new section. 2. Click Insert. 3. Click Break. The Break dialog box appears. 4. Click one of the following options: · Next Page - creates a new section on a new page. · Continuous - creates a new section on the current page. 5. Click OK. If the document is displayed in the Normal view, a double line with the words Section Break appears across the screen. This line shows where one section ends and another begins. To remove a section break: 1. Display the document in Normal view. 2. Click the Section Break line. 50 The English Center Lesson: Center Text on a Page You can vertically center text on each page of a document, This is useful for creating title page or shod memos. 1. Click anywhere over the document or section you want to vertically canter. · TO vertically canter only some of the text in a document, you must divide the document into sections. 2. Click File. 3. Click Page Setup. The Page Setup dialog box appears. 4. Click the Layout tab. 5. Click the area on Vertical alignment, 6. Click Center. 7. Click OK. ~- To remove Centering: Perform steps I to 7 selecting Top in step 6. Lesson: Chanae Marains A margin is the amount of spaca between text and an edge of your paper. Changing margins lets you accommodate letterhead and other specialty paper, 1, To change the margins for the entire document, go to Print Preview. The document appears in the Pdnt Preview window. This area displays the ruler. 2. Position the mouse pointer over the margin you want to change, 3. Drag the margin to a new location. A line indicates the new location. 4. Repeat steps 2 and 3 for each margin you want to change. 5. To close the Print Preview window, dick Close. If you want to change the left and right margins for only part of your document, change the indentation of paragraphs. If you want to change the top and bottom margins for only part of your document, you must divide the document into sections. The English Center 51 Lesson: Create NewsDa,_per Columns You can display your text in columns like those found in a newspaper. This is useful for creating newsletters and brochures. 1. Display the document in the Print Layout view. 2. Click anywhere over the document or section you want to display in newspaper columns. 3. Click the Columns icon. 4. Click the number of columns you want to display. The text in the document appears in newspaper columns. · Word fills one column with text before starting a new column. · To remove Newspaper Columns: Repeat steps 2 to 4, selecting 1 Column in step 4. 52 The English Center Unit Performance Lab Format Pages You are in the final stages of your work with a letter that will go out to the guests of the Community Spirit Awards. In this part of the lab, you will format pages in the document. Use the practice document Mrs. Ariains to complete the following exercises. Close the document when you are finished. 1, Change the top and bottom margins of the document to .75. 2. Add page numbers to the document that display centered in the looter. Do not, however, display the page number on the first page of the document. 3. Add the following header to the second page of the document: Spirits Awards. Format the text so that it is italicized and in size 12 font. When you finish, close the Header and Footer toolbar. 4. View the document in Page Layout view if it is not already selected. Use the Next Page button to view the second page of the document. The English Center 53 Performance Lab Answers 1, In the Mrs. Adams document, click on the File menu. Click on Page Setup. Click on the Margins tab if it is not already selected. Type ,75 in the Top text box. Select the value in the Bottom text box and type .75. Click on OK. 2. Click on the Insert menu, Click on Page Numbers. Make sure that Bottom of page (Footer) is selected in the Position drop-down list box. Click on Center in the Alignment drop-down list box. Deselect Show number on first page. Click on OK 3. Click anywhere on the second page to re-position the insertion point. Click on the View menu. Click on Header and Footer. Type Spirits Awards. Select the text, Click on the Italic button on the Formatting toolbar. Click on 12 in the Font Size drop-down list box. Click on Close. 4. Click on the Page Layout View button to the left of the horizontal scroll bar. Click on the Next Page button at the bottom right comer of the screen. 54 The English Center VII. Workinq with Tables You can create and format a table to neatly display information in your document. Unit Performance Objectives In this unit, you will learn how to: · Create a table · Change row height or column width · Erase lines · Enter text · Add a row or column · Delete a row or column · Delete a table · Format a table The English Center 55 Lesson: Create a Table You can create a table to neatly display information in your document. 1. Display the document in the Pdnt Layout view. 2. To create a table, click the Tables and Borders icon. The Tables and Borders toolbar appears. 3. Position the mouse where you want the top left corner of the table to appear. 4. Drag the mouse until the outline of the table displays the size you want. The outline of the table appears in the document. 5. To add a line to the table, position the mouse where you want the line to begin. 6. Drag the mouse to where you want the line to end. The line appears in the table. 7. Repeat steps 5 and 6 until you have added all the lines you want. 8. When you finish adding lines, click the mouse. Lesson: Change Row Height or Column Width After you have created a table, you can change the height of rows and the width of columns. Change the Row Height: 1. Position the insertion point over the bottom edge of the row you want to change. 2. Drag the row edge to a new position. A line indicates the new position. The row displays the new height. Change the Column Width: 1. Position the insedion point over the dght edge of the column you want to change. 2. Drag the column edge to a new position. A line indicate the new position. The column displays the new width. Lesson: E_,_rase Lines You can erase lines you do not need in your table. 56 The English Center 1. Click the eraser icon. 2. Position the eraser over the line you want to erase. 3. Drag the mouse eraser along the line. The line disappears. To immediately return the line to the table, click the Undo button. 4. When you finish erasing lines, click the eraser icon. Lesson: Enter Text You can easily enter text into the cells of your table. 1. Click the cell where you want to type text. Then type the text. ,,- To quickly move through the cells in table, press the arrow icon on your keyboard. 2. Repeat step 1 until you have typed all the text. Lesson: Add a Row or Column You can add a row or column to your table to insert additional information. Add a Row: 1. To select a row, click to the left of the row. 2. Click the Insert Rows Above icon. A new row appears. Add a Row to the Bottom of a Table: 1. Click the bottom right cell in the table. 2. Press Tab on your keyboard. Add a Column: 1. To select a column, click the top of the column. Click Table and then Insert. 2. Click the Column to the Left icon. A new column appears. The English Center 57 Lesson: Delete a Row or Column You can delete a row or column you no longer need. 1. To select the row you want to delete, click to the left of the row. To select the column you want to delete, click the top of the column. 2. Click the Gut icon. The row or column disappears. Lesson: Delete a Table You can quickly remove an entire table from your document. 1. To select all the cells in the table, position the insertion point to the left of the first row in the table. 2. Drag the mouse pointer until you highlight all the cells in the table. 3. Click the Gut icon. The table disappears. Lesson: Form~at a Table Word offers many ready-to-use designs that you can choose from to give your table a new appearance. 1. Click anywhere over the table you want to change. 2. Click the Table Auto Format icon. The Table Auto Format dialog box appears. You will see a list of the available table designs. 3. Press the Arrow down or Arrow Up on your keyboard until a design you like appears. A check mark beside an option tells you that Word will apply the option to the table. 4. To add or remove a check mark for an option, click the check box beside the option. 5. To apply the design to the table, click OK, The table displays the design you selected. To remove Auto Format: Perform steps I to 3 selected Grid t in step 3, Then press Enter on your keyboard. 58 The English Center